Administrative Support Specialist-Records

Posting Details

Work experience or education that is NOT included on the application will NOT be considered when screening your application. Please include ALL work experience and education on the application to ensure that you receive the appropriate credit toward qualification for this position.

Position Summary Information

Classification Title Administrative Support Specialist-Records

Working Title Student Records Specialist

Working Location (City, State) Boone, NC

Job Category 6

Position Number 021271

Department College of Arts and Sciences - 250000

Description Of University

Appalachian State University, in North Carolina’s Blue Ridge Mountains, prepares students to lead purposeful lives as global citizens who understand and engage their responsibilities in creating a sustainable future for all. The transformational Appalachian experience promotes a spirit of inclusion that brings people together in inspiring ways to acquire and create knowledge, to grow holistically, to act with passion and determination, and embrace diversity and difference. As one of 17 campuses in the University of North Carolina system, Appalachian enrolls more than 20,000 students, has a low student-to-faculty ratio and offers more than 150 undergraduate and graduate majors.

Minimum Qualifications

Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.

Special Note: This is a generalized representation of positions in this class and is not intended to reflect essential functions per ADA . Examples of competencies are typical of the majority of positions, but may not be applicable to all positions.

Diplomas or degrees must be received from appropriately accredited institutions.

License/Certification Required

Essential Job Functions

The College Advising and Support Services Hub ( CASSH ) is part of the Dean’s Office of the College of Arts & Sciences. CASSH has specific defined areas of responsibility and also works with the Dean to promote recognition of the College and to plan College functions. CASSH works to enhance, develop, and implement supportive academic services to undergraduates in the College. In addition, the office provides academic services to all students enrolled in all General Education courses that are offered within the College of Arts and Sciences. CASSH also maintains contact with the wider University constituency through participation by the staff on University committees and by presenting workshops and training. The office staff responds to inquiries and concerns from students, faculty, administrators, and parents. Maintaining current knowledge and providing information in a helpful, friendly manner are standards expected of all office staff.

The Administrative Support Specialist creates, analyzes, and disseminates large volumes of new major declarations, changes of program, senior checks, graduation registration reviews, and final graduation audits for all College of Arts & Sciences students.

The range of duties includes, but is not limited to:

• Verifying data
• Report writing
• Summarizing and reconciling information
• Records management
• Data collection and analysis, and research.
• Primary contact for students, faculty, and staff needing academic information (policies, procedures, GPA calculations, student teacher clearance, etc.).
  
  

Knowledge, Skills, & Abilities Required For This Position

• Knowledge of all academic policies and procedures at AppState
• Thorough knowledge of all degree requirements, including majors, minors (inside and outside the College), and general education.
• Ability to make judgments about and to incorporate changes/revisions to all the above policies, procedures, and requirements frequently.
• Ability to do GPA calculations, including GPA projections based on current schedule.
• Understanding of DegreeWorks logic, scribing, and reporting functions to make exceptions and adjust individual curriculum to provide students and faculty with correct information.
• Excellent communication skills, both oral and written, and organizational and time management skills.
• Ability to process large volumes of work in a short time frame to meet University deadlines.
• The majority of time is allocated to tasks that involve several steps and require the selection of the most appropriate action within procedural and operational guidelines.
  
  

Preferred Qualifications

• Baccalaureate degree with one year of responsible experience as described above; or an equivalent combination of training and experience.
• Highly accurate in recording information.
• Knowledge of University policies and procedures, services, programs, office procedures & practice.
• Excellent verbal and written communication skills.
• Experience working in an academic and/or student services environment in a higher education setting.
  
  

Type of Position Permanent Full-Time

Staff/Non-Faculty Staff/Non-Faculty

Appointment Type 1.0

Work Schedule/Hours

Monday-Friday, 8:00 am to 5:00 pm, with occasional after-hours work required.

Number of Hours Per Week 40

Number of Months Per Year 12

Mandatory Staff No

Physical Demands of Position

Typical physical demands of a professional office position

Overall Competency Level Advanced

Salary Grade Equivalency GN08

Salary Range

Anticipated Hiring Range $40,134 - $43,542

Required Functional Competencies To Successfully Perform Job Duties.

Communication-Written:

• Responsible for processing new major declarations and completing changes of program, senior checks, and graduation audits for eligible CAS students. Checks must be accurate and sent to all advisors and students in a timely manner to ensure shortages are not surprises during the final semester at Appalachian State.
• Prepares and mails correspondence to students who have applied for graduation (three times per year) concerning their graduation status/deficiencies while working within a time frame of a few weeks. Students with shortages are also contacted after commencement.
• Communicates with other departments, such as the Registrar’s Office, with status of student records and issues, and/or status of graduates (multiple times per year); updates Transfer Admissions and Engagement as needed with rearticulation issues; updates academic departments with academic record updates (senior checks, substitutions, changes of major, etc.).
• Prepares and sends audits on demand to offices with higher-level needs such as Financial Aid required course confirmation requests. Responds to emails/letters with more specific issues regarding program requirements, such as program changes, substitutions, etc. Answers questions regarding audit results – for example, questions regarding GPA calculations, how substitutions will affect earned hours, etc.
• Answers questions from faculty advisors regarding program changes, academic policies and procedures. Respond to numerous questions regarding General Education, catalog year, residency requirements, transfer coursework, etc. While some procedural information is basic, most is FERPA -protected information dealing strictly with an individual student and strict confidentiality must be maintained.
  
  

Information/Records Administration:

• Processes the following: new major declaration notifications to departments and establishes file creation, changes of program, pre-graduation audits (Senior Checks)
• Reviews all senior students’ applications for graduation certification (three times per year).
• Reviews data and information for completeness and accuracy per academic policies and procedures.
  
  

Knowledge-Program:

• Understanding when interpretations, applications, and allowable exceptions of written policies and procedures for academic issues may be approved.
• Through training with the Director and others in the College and across the University, this staff person is responsible for understanding the organizational structure, functions, services, and programs of each academic area in the College. Staff members stay informed of changes and participate in on-campus training, the Undergraduate Advising Committee notes, and internal training sessions in order to stay current and serve as a resource for students and faculty.
• Demonstrates knowledge of academic policies & procedures regarding students’ records. Ability to answer questions regarding student academic information. Ability to access and interpret appropriate resources to answer questions when unsure of policies and/or procedures.
  
  

Pay will be commensurate with applicant competencies, budget, equity and market considerations.

Posting Details Information

Posting Date 05/10/2024

Closing Date 06/02/2024

Competency Level Statement Management will only consider applicants who meet the required competencies.

Special Instructions to Applicants

For a complete application, please apply and submit all below-required documents electronically through Appalachian State University’s Job Board:

• Cover Letter
• Resume
• List a minimum of 3 professional references in the application
  
  

Search Chair Name Diana Nelson

Search Chair Email nelsondj@appstate.edu

Applicant Pool Preference External (Post on the Web)

Posting Number 201502609P

Quick Link https://appstate.peopleadmin.com/postings/45965